Nursing Administrative Coordinator

The Administrative Coordinator supports the efficient daily operations of the Nursing Division and serves as a primary administrative resource for the AAS in Nursing Program. The role ensures smooth communication, accurate recordkeeping, and timely coordination of academic, clinical, and operational activities. The coordinator works collaboratively with faculty, staff, students, clinical partners, and campus departments while representing the Nursing Division in a professional, supportive, and service‑oriented manner.

The coordinator is knowledgeable about nursing program requirements, assists students through the admissions process, and supports the administrative aspects of clinical education, including scheduling, documentation, and communication with clinical sites.

Essential Functions

Administrative & Operational Support

• Manages daily office operations, including answering phones, responding to email, greeting visitors, and routing inquiries.
• Maintains the Dean of Nursing’s calendar, schedules appointments, organizes departmental files, and prioritizes incoming correspondence.
• Provides administrative support to faculty, including word processing, document preparation, room scheduling, and coordination of instructional materials.
• Prepares, edits, and distributes departmental communications, reports, and meeting minutes.
• Coordinates program events, orientations, advisory meetings, and accreditation-related activities.
• Reviews, prepares, and distributes correspondence related to institutional programs and external agencies.
• Maintains department inventory, orders supplies, and ensures efficient use of resources.

Financial & Resource Management

• Compiles financial information used by the Dean to develop budget proposals.
• Monitors departmental expenditures and processes purchase requests, invoices, and reimbursements.
• Tracks and maintains inventory of office and instructional supplies.

Student Support & Admissions

• Provides accurate information to prospective and current students regarding program requirements, application steps, deadlines, and available resources.
• Assists students with completing application materials and navigating campus services.
• Maintains applicant and student records, tracks required documentation and supports communication throughout the admissions cycle.
• Distributes program materials, forms, and notices to students and faculty.

Clinical Administration (Non‑Licensed Duties Only)

• Coordinates administrative aspects of clinical site scheduling, including rotation calendars, site availability, and communication with clinical partners.
• Assists with maintaining affiliation agreements and ensuring required documentation is current.
• Supports orientation logistics for faculty and students assigned to clinical sites (e.g., distributing site instructions, parking information, required forms).
• Communicates with clinical agencies to relay schedules, updates, and required paperwork.
• Tracks faculty and student compliance with site-required documentation (e.g., background checks, immunizations, onboarding forms).
• Assists with organizing pre‑course clinical coordination meetings and preparing related materials.
• Maintains records related to clinical placements, site contacts, and scheduling history.
• Provides administrative support for curriculum and policy development activities conducted through Faculty Assembly.

Responsibilities

• Maintains regular contact with institutional personnel, the general public, clinical partners, and state/federal agencies related to nursing education.
• Ensures compliance with institutional, state, and accreditation standards in all administrative processes.
• Upholds a high standard of customer service and actively seeks opportunities to improve service quality.
• Protects confidentiality of sensitive information in accordance with FERPA and institutional policy.

Knowledge, Skills, and Abilities

• Advanced proficiency in word processing, spreadsheets, databases, and office management software.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Ability to prepare, present, and review written and oral reports.
• Ability to research, analyze, and interpret program-related information.
• Ability to develop, recommend, and apply policies and procedures.
• Strong interpersonal and communication skills, including phone, email, and in‑person interactions.
• Ability to operate computers, office machines, and related equipment efficiently.
• Knowledge of ad